Idomoo

When Netta Fiss joined Idomoo seven years ago, she was solely responsible for HR and built the people function from the ground up. During periods of strong growth, the company hired more than 20 new employees. It soon became clear that if HR was to do more than simply manage processes, the manual workflows had to become simpler.

Before Personio, recruiting was largely managed through Excel files, emails and individual documents. Each open role had its own spreadsheet, documents were stored in different folders and much of the information existed only in Netta Fiss’s head.

If someone applied again a year later, there was no easily accessible history. The HR team also had to track documentation and follow-ups manually. It was a similar story with Performance & Development: files, reminders and follow-ups were all managed manually.

The scattered information also made collaboration with hiring managers more difficult. They had little visibility into where candidates were in the process and relied on the HR team for updates.

At the same time, providing data and analysis for management was time-consuming. Excel also couldn’t provide the permissions and information security Idomoo required for its HR data.

The biggest challenges:

• Candidate information and histories were spread across different files and channels.

• Communication, documentation and follow-ups involved a lot of manual work.

• Hiring managers had limited visibility and relied on the HR team for status updates.

The new solution needed to do more than simply replace Excel. Idomoo needed a system that could bring HR data together, was secure and easy to use, and could adapt to its own processes. One key advantage of Personio Recruiting is that recruiting is built directly into the platform and does not need to be connected via a separate tool. For a small HR team, that means fewer additional vendors, security reviews and integrations to manage.

Applications now flow directly from Idomoo’s careers page into Personio. The HR team can define suitable recruiting stages and hiring teams for each role. A sales role, for example, follows a different process from a position in R&D.

Hiring managers can see for themselves where candidates are in the process and can initiate the next step. Across countries and time zones, this reduces the need for coordination and gives managers greater independence.

The process has changed for candidates too: they receive feedback more quickly, and their previous history is retained if they apply again at a later date.

Netta Fiss estimates that Idomoo saves at least 70% of the time previously spent on recruitment administration and coordination. The difference becomes even clearer when looking at recruiting volume: at peak times, the small HR team managed around 30 open roles simultaneously across three countries. According to Netta Fiss, this would not have been possible with Excel and email. Today, the same small team can manage significantly more recruiting processes in parallel.

As Idomoo began to evolve organisationally into an AI-native company, this shift also needed to be reflected in its performance processes. In the R&D pilot, KPIs are therefore tracked in Personio in three-month cycles at company, team and individual level.

For HR, this removes some of the manual coordination: reminders no longer need to be sent manually and files no longer need to be collected. The team can see the current status directly in the system. Managers have a defined process, while employees have greater clarity around their goals.

At the same time, each cycle builds a record that Idomoo can use in future for goal setting and development. Nothing gets lost between cycles: instead of individual files, the system creates a shared foundation that makes it possible to track development over time. As Idomoo is still in its first pilot cycle, the company is deliberately not making a quantitative before-and-after comparison.

For Netta Fiss, Personio is changing more than individual workflows. Recruiting, Performance & Development, onboarding, offboarding and other organisational information form a shared foundation. This allows the HR team to focus more on how employees and candidates experience these processes, rather than holding them together manually.

Following the initial experience in the R&D team, Idomoo plans to roll out Performance & Development to other areas of the business.

In the long term, the data generated is intended to do more than document individual performance cycles. Idomoo wants to use it to connect development and goal setting more closely with business success.